XCharge® Credit Card Processing
i
XCharge® Credit Card Processing OpenEdge, developer of XCharge® Payment Processing Setup .......................... 1
Setting Permissions for Credit Card Processing ................................................................ 1
Setting Up XCharge Payment Processing in SuccessWare®21 ............................ 4
Capturing and Processing Credit Card Information ........................................... 10
Capturing Credit Card (Keeping a Card on File) .............................................................. 10
Processing Individual Credit Card or ACH Payments ...................................................... 12
Processing a Payment Using ACH or an Electronic Check ............................................. 20
Pre-Authorizing a Credit Card .......................................................................................... 22
Handling Declined Credit Card, ACH or Check Transactions .......................................... 25
Voiding or Cancelling a Transaction ................................................................................. 26
Refunds and Credits ............................................................................................. 27
Processing a Credit Card Refund Associated with a Credit Memo .................................. 27
Processing Refunds without a Credit Memo .................................................................... 30
Setting Up Recurring Payments For Periodically Billed Agreements ................ 33
Batch Creation of Recurring Payments for Existing Agreements ..................................... 33
Creation of Recurring Payments for Individual Agreements ............................................ 34
Cancelling Recurring Billings ............................................................................................ 36
Processing Periodic Billings For Agreements .................................................... 37
Creating Periodic Invoices ................................................................................................ 37
Manually Processing Periodic Billing Payments............................................................... 39
Processing Agreements Set for Recurring Processing .................................................... 40
Handling Failed Periodic Invoice Payments ..................................................................... 41
Posting Periodic Billings ................................................................................................... 41
Reconciling Your Credit Card and ACH Statement in Undeposited Funds ....... 42
XCharge® Credit Card Processing
1
OPENEDGE, DEVELOPER OF XCHARGE®
PAYMENT PROCESSING SETUP
The integration of the XCharge® Hosted Payment Service into SuccessWare®21 will
allow you to submit your customer’s credit card transactions securely to the payment
processor. After configuration of the XCharge account you can:
Process payments via credit card and ACH
Process scheduled agreement billings automatically
Request and release pre-authorizations for future charges
Void payments
Process credit card refunds
Import daily credit card batch reconciliation statements
Once you enable XCharge for SuccessWare®21, credit card numbers are entered via a
secure XCharge form. From this form it is submitted to XCharge and exchanged for a
secure alias that can be used to process transactions against the card. The masked version
of the credit card number (….xxxx) will display in SuccessWare®21, with the last four
digits of the credit card available for verification.
Setting Permissions for Credit Card Processing
After XCharge is activated, permissions must be set to allow specific user groups to
process payments using XCharge. A user with administrative access authority in
SuccessWare®21 must make changes in User Group permissions.
Setting Permissions for Daily Payment Processing
To access and set XCharge permissions:
1. Open the MAIN MENU by clicking the Menu button.
2. Choose Setup and select the USER MANAGER.
3. Right click in the list of users and select User Groups…
XCharge® Credit Card Processing
2 SuccessWare, Inc.
4. Select the User Group to modify from the dropdown list and then click Edit.
5. On the Receivables tab, select the desired Payment Processing permissions to
allow the members of the User Group to process payments through XCharge
and/or to make corrections to XCharge payments.
6. Click Save.
Setting Permissions for Periodic Billing Processing
Before a user can begin processing periodic Agreement billings through XCharge,
permission must be set in the USER GROUPS screen.
To grant permission to process periodic billing payments through XCharge:
1. Access the USER GROUP screen.
XCharge® Credit Card Processing
3
2. Select the User Group to be changed and click Edit.
3. Select the Payment Processing Periodic Invoices and Pmt Proc: Manage
Recurring to allow the members of the group to process payments for periodic
invoices through XCharge.
4. Click Save.
Setting Permissions for Payment Reports
To allow a user to access reports in the Payment Processing section of the REPORT
GALLERY:
1. Access the USER GROUP screen.
2. Select the User Group to be changed and click Edit.
3. Select the Reports tab.
XCharge® Credit Card Processing
4 SuccessWare, Inc.
4. Select Payment Processing Reports option.
5. Click Save.
SETTING UP XCHARGE PAYMENT PROCESSING IN SUCCESSWARE®21
The XCharge Setup Wizard provides an easy to use interface to walk you through the
process of configuration to begin processing credit card transactions. Access the wizard
by:
1. Click the Main Menu icon located on the SuccessWare®21 toolbar.
2. From the Main Menu, select Setup and then choose .
3. Go to the Payment Processing tab on the COMPANY SETUP screen and click the
Edit button.
XCharge® Credit Card Processing
5
4. Click the Processor dropdown and select XCharge and click .
XCharge® Credit Card Processing
6 SuccessWare, Inc.
Step One: Obtaining an XCharge Account
The first step to setting up SuccessWare®21 to process credit cards with XCharge is to
apply for an XCharge merchant account. Obtaining an XCharge account is simple and the
process can be started online. Use the hyperlink displayed on the Step One screen of the
wizard to access the XCHARGE ACCOUNT SETUP screen.
After your XCharge account is activated, return to the CONFIRM XCHARGE ACCOUNT
ACCESS screen to continue setup.
Step Two: Confirming XCharge Account Access
On the CONFIRM XCHARGE ACCOUNT ACCESS screen, enter the XCharge account
information in the appropriate fields and click the button. The
information provided to you by XCharge should include:
The Web ID
An Authorization Key
A Terminal ID
Once you have entered the account information click the Confirm Access button. This
will send a message to XCharge to confirm that the account information has been entered
properly. If successful you will be allowed to proceed to the next setup screen.
XCharge® Credit Card Processing
7
Step Three: ACH Processing
The Automated Clearinghouse (ACH) is a payment delivery system which processes
credit and transfers. Instead of using paper checks, ACH transactions are transmitted
electronically. These transactions will use a customer’s bank account and routing number
instead of credit card or debit card numbers.
In order to use XCharge for ACH Processing you must have a separate ACH Account
with them.
If you have created an ACH Account with XCharge choose Yes and then enter the
credential supplied to you by XCharge. If you will not be using ACH, click No and then
click continue.
XCharge® Credit Card Processing
8 SuccessWare, Inc.
Step Four: Clean Your Credit Card Data
In order to use the XCharge service, all of the credit card information stored in
SuccessWare®21 must be removed. Each credit card number will be submitted to
XCharge and exchanged for a secure alias that will be used to process credit card
transactions. The process of cleaning your credit card data may take up to an hour or
more depending on the number of credit card records you have stored in
SuccessWare®21. However, your users can continue to work normally during the
cleaning process.
Once you have started the clean process You can close the setup window but do not close
the Clean Process window. The process will continue unless you cancel it or close
SuccessWare®21.
To begin the cleaning process:
1. From the CLEAN YOUR DATA…screen in the setup wizard, select the
button.
Step Five: Ensuring Adequate Alias Capture
The next step in the setup process is to check all existing invoices and agreements for
valid alias information. If an invoice or agreement does not have a valid alias for the
credit card number, the payment information must be updated before you can process the
related payments.,
1. Select the button to display a summary of alias information for existing invoices.
XCharge® Credit Card Processing
9
2. Select the button to display a summary of alias
information for all existing agreements.
Step Six: Enabling SuccessWare®21 for XCharge
The final step in the setup process is to enable the features of XCharge. Once this step has
been taken, several changes will take place in SuccessWare®21:
Credit card information in SuccessWare®21 can no longer be unmasked
The last four digits of the card are still displayed for you to verify numbers
All new credit card information is entered in a secured XCharge window
Credit Card and ACH payments can be processed for individual invoices and
manually on periodic Agreement billings
Periodic agreement invoices can have their credit card (not ACH) billings
scheduled and processed automatically through XCharge directly from
SuccessWare®21.
Select the button to enable XCharges features available in SuccessWare®21.
XCharge® Credit Card Processing
10 SuccessWare, Inc.
CAPTURING AND PROCESSING CREDIT CARD INFORMATION
Credit card information can be recorded from the same screens as you did before
enabling XCharge. However, the credit card fields in every form are now disabled. Next
to that field you will see a new XCharge button that is used to open a secure
XCHARGE window. Here you will enter the customer’s credit card number and expiration
date. The information is not stored on your network but rather is sent to XCharge and
exchanged for a secure alias. That Alias can then be used to process transactions against
the customer’s Credit Card. The alias itself is not displayed, instead you see the masked
account number in its place.
Capturing Credit Card (Keeping a Card on File)
Credit card information can be held on file on a customer’s account for future use. The
information can be entered from the following screens.
The Billing Account Detail Screen- Capturing an Alias from this form will set
that credit card as the Default payment method for the customer. When processing
any future payments (accept agreement billings) the card detail will be filled in by
default and you only have to click the XCharge button to process the payment.
The Job Form- Capturing an Alias from the Job Form will set the credit card as
the Default payment method for any billings related to the Job. For a Job, this
information can also be recorded on the Invoice Tab of the Job Summary form.
The Project Form- Capturing an Alias from the Billing Screen of the Project
setup form will set the credit card as the Default payment method for any billings
related to the project.
The Agreement Form- Capturing an Alias from the Agreement Form will set the
credit card as the Default payment method for any billings related to the
Agreement.
You cannot process credit card transactions from these forms.
Once you have a captures alias you will be able to select it to process payments from the
INVOICE PAYMENT FORM and the CASH RECEIPT FORM accessed through the BILLING
ACCOUNT HISTORY screen.
To Capture Customer Credit Card Information for Future Use:
1. On any screen that allows entry of a customer’s payment method, click the Edit
button if necessary and select the PAYMENT METHOD dropdown.
2. Choose Other…
XCharge® Credit Card Processing
11
3. From the list of additional payment methods that displays, select the type of
Credit Card you will be adding.
4. The XCharge button will appear next to the Payment Method selected. Click it to
open the SECURE PAYMENT PROCESSING screen.
5. In the XCharge screen, click the button. The form will create a
secure connection to the XCharge system and give you fields to enter the credit
card information.
6. Enter the CARD NUMBER and the EXPIRATION DATE. Then click the Submit
button.
When the card is submitted, an alias is created and stored in SuccessWare®21.
7. Click Next and then select Close to close the XCharge window.
XCharge® Credit Card Processing
12 SuccessWare, Inc.
The “alias” is not displayed, but instead the masked credit card number will appear in the
PAYREF field below the Payment Method.
The Credit Card information that you have entered will now be available for you to select
from the Payment Method dropdown list when processing a payment for the customer.
Processing Individual Credit Card or ACH Payments
Credit card as well as ACH transactions can be processed from the Invoice Payment
Form accessed from an unposted invoice and the Cash Receipt Form accessed through
the BILLING ACCOUNT HISTORY screen.
When processing a payment there are three possible scenarios you will face:
You have already secured an alias for the customer’s credit card either by pre-
capturing it, or having processed a transaction in the past using the card.
You are taking the credit card for the first time and will have to enter the
Credit card information in the XCharge window.
The customer is paying you by ACH or electronic check.
Processing a Payment using an on File or Previously Charged Credit Card
1. From the invoice screen, click the button to access the INVOICE
PAYMENT FORM, or from the customer’s BILLING ACCOUNT HISTORY form select
the Receipt button.
2. Tab to the AMOUNT field and enter the payment amount if it has not filled in
automatically
If you previously captured the Alias from the customer’s Billing Account Detail form it
will be recognized as the Default payment method for the customer and the payment form
will display the alias information and preset the Payment Method.
XCharge® Credit Card Processing
13
3. If the Payment methods does NOT complete automatically but you have charged
the customer’s card in the past, click the Payment Method dropdown and select
the previously entered credit card from the list.
4. Click the XCharge button to open the XCharge SECURE PAYMENT PROCESSING
screen. If your customer has provided a different credit card for you to use, you
can use the CHANGE CARD option to enter new credit card information.
XCharge® Credit Card Processing
14 SuccessWare, Inc.
5. Click the button.
6. Choose an option for processing.
If the payment should be processed immediately through XCharge, select
“Process now” and click Process. The payment will be processed and the
result of Approved or Declined will be displayed.
If the payment has already been processed through XCharge outside of
SuccessWare®21 (such as through SWRemote or the XCharge web portal) ,
select “Already processed” and click Done. This will record the payment in
SuccessWare®21 but will NOT process through XCharge.
XCharge® Credit Card Processing
15
Processing Credit Card Without an Existing Alias
If you have not captured an on file alias for the customer or processed their card in the
past, you can manually enter the credit card information in the XCharge window.
1. From the invoice screen, click the button to access the INVOICE
PAYMENT FORM, or from the customer’s BILLING ACCOUNT HISTORY form select
the Receipt button.
XCharge® Credit Card Processing
16 SuccessWare, Inc.
2. Tab to the Payment Method field and choose the credit card type from the drop
down list.
3. In either form tab to the AMOUNT field and enter the amount of the payment
4. Tab to the PAYMENT METHOD field and select Other from the dropdown list. Then
select the Credit Card type you will be entering.
5. Click the XCharge button to open the XCharge SECURE PAYMENT
PROCESSING screen.
XCharge® Credit Card Processing
17
6. Click the button to open to connect to the XCharge Service.
7. Enter the credit card number and expiration date. Then click the
button. XCharge will return an alias for the card that you can now use to process
the payment.
XCharge® Credit Card Processing
18 SuccessWare, Inc.
8. Click the button.
7. Choose an option for processing.
If the payment should be processed immediately through XCharge, select
“Process now” and click Process. The payment will be processed and the
result of Approved or Declined will be displayed.
If the payment has already been processed outside through XCharge outside
of SuccessWare®21 (such as through SWRemote or through the XCharge web
portal) , select “Already processed” and click Done. This will record the
payment in SuccessWare®21 but will NOT process through XCharge.
XCharge® Credit Card Processing
19
You will see a displayed response indicating if the transaction processed successfully.
9. Click the Close button to exit the XCHARGE SECURE PROCESSING screen.
10. The masked credit card number along with the expiration date and payment
authorization appear on the CASH RECEIPT FORM. Click Post to post the payment
to the customer’s account.
XCharge® Credit Card Processing
20 SuccessWare, Inc.
Processing a Payment Using ACH or an Electronic Check
If you have an ACH account with XCharge you will be able to process ACH payments as
well as process electronic checks from either of the payment processing forms.
In order to process an ACH transaction you will use a Payment Method that has a
Payment Type of Funds Transfer. You will require the Bank Account number and the
Routing number of the account.
If you have received a check payment from a customer, you can process the check
through your ACH Account. You will require the check number, the account number and
the routing number from the check.
1. From the invoice screen, click the button to access the INVOICE
PAYMENT FORM, or from the customer’s BILLING ACCOUNT HISTORY form select
the Receipt button.
2. Enter the AMOUNT of the payment
3. Select the PAYMENT METHOD drop down and select either Check if you have
received a check payment or select Other and then the payment type you have set
up for ACH transactions.
If you selected check, enter the check number, routing number and Bank Account No.
If you selected ACH (Funds Transfer), enter the Routing Number and Bank Account No.
4. Click the XCharge button to open the XCharge SECURE PAYMENT
PROCESSING screen.
5. The payment screen will open with your payment and account information listed.
To assure you have the account information correct you can select the Verify the
Bank Account option before processing. This will confirm that you have a valid
Account and Routing Number.
6. Click Continue
XCharge® Credit Card Processing
21
7. Choose an option for processing. If the payment should be processed immediately
through XCharge, select “Process now” and click Process. The payment will be
processed and the result of Approved or Declined will be displayed.
If the payment has already been processed outside through XCharge outside of
SuccessWare®21 (such as through SWRemote), select “Already processed” and
click Done. This will record the payment in SuccessWare®21 but will NOT
process through XCharge.
8. Click Process
You will receive a message indicating if the payment was processed successfully.
9. Close the Payment Processing window
XCharge® Credit Card Processing
22 SuccessWare, Inc.
10. Post the Payment.
Pre-Authorizing a Credit Card
Pre-authorizing a customer credit card allows you to assure that the required funds for a
transaction are available and if so, “reserve” those funds on the customer’s account.
These pre—authorized funds can then be processed as a payment at a later point, or they
can be released. If the pre-authorization is not captured as a payment or released within a
short timeframe (in most cases about 5 days) the pre-authorized amount will
automatically expire.
Performing a Pre-Authorization
Pre-authorizations are recorded through the same SECURE PROCESSING window that you
use to process a payment.
Pre-Authorizations can be created from:
Billing Account Detail screen (F3)
The Job Form
The Apply Payment window in the Invoice Form
Job Summary Form
Sales Summary Form
The Billings tab in the Project form
XCharge® Credit Card Processing
23
Each of these forms contains an area to record payment information.
To Create a Preauthorization
1. In the payment information area of the form use the Payment Method dropdown
to select the credit card type you are authorizing, or if there is an existing card on
file select that card.
2. Click the Payment Processing button
3. In the Secure Payment window select the Authorize Credit Card link
You will be taken to the authorization screen. Here you will see a grid that will display
any existing Pre-authorizations that have been created for this credit card.
4. Enter the amount of the authorization and click Authorize.
You will be notified of the authorization attempt was successful and the authorization
will appear in the grid.
If you created the Pre-Authorization form a job related form, the job number will appear
associated with the authorization.
XCharge® Credit Card Processing
24 SuccessWare, Inc.
Charging a Pre-Authorized Amount
1. From the APPLY PAYMENT form on an invoice or the RECEIPT form in a
customer’s billing account, enter the amount of the payment and if necessary,
select the card used to generate the pre-authorization from the Payment Method
dropdown.
2. Click the Payment Processing button to open the SECURE PROCESSING window.
3. Click Continue to process the payment
The window will contain a grid that list existing Pre-authorizations on the selected credit
card. If there is an authorization associated with the job you are working from, it will be
check marked. If not, you can manually checkmark the existing authorization you want to
apply the payment against.
4. Click Process
XCharge® Credit Card Processing
25
If the Amount of the payment is less than or equal to the pre-authorized
amount, the payment will be processed.
If the amount of the payment is greater than the pre-authorized amount, the
transaction cannot be processed, but you will be offered the option of
releasing the pre-authorization and attempting to process the payment for the
specified amount.
Releasing a Pre-authorization
1. From any of the forms that allow you to create an authorization, in the payment
method dropdown, select the listed card you have authorized and then click the
Payment Processing button to open the SECURE PROCESSING window.
2. Select the Authorize Credit Card link
3. In the grid of existing authorizations, right click on the one you want to release
and select Release Authorization.
Handling Declined Credit Card, ACH or Check Transactions
When a credit card transaction has been declined you will receive a notice that the
transaction is failed and you will be given the following options:
Resubmit the transaction
Save the transaction information and attempt to submit at a later time (can
only be done from the Invoice Apply Payment form)
Cancel the transaction and record a different payment method.
XCharge® Credit Card Processing
26 SuccessWare, Inc.
Voiding or Cancelling a Transaction
If you have submitted a credit card transaction in error or need to reverse it for any other
reason, you will be able to either Void or Cancel the transaction. If the payment has not
yet been processed into your daily batch, you will have the option to Void. If it is the next
day, and the transaction has been included in your batch you will have the option to
Cancel.
If you have just processed the transaction and have not yet closed the Secure Payment
window, you can immediately click the Void option.
The options available for Voiding or cancelling will depend upon where the original
payment was recorded.
From the Invoice Form
1. Click the Adjust button (if necessary)
2. Click the Apply Pmts button
3. On the Payment screen, click the Clear Payment button
4. You will be asked if you want to Void or Cancel the transaction. Select Yes.
The payment will be reversed and the payment form cleared.
5. You can now enter different payment information if necessary or post the invoice
without a payment.
Through the Receipt Form in the Customer’s Billing Account
Open the customer’s billing account, then find and select the payment you must void or
cancel.
1. If it has been allocated to an item (invoice or adjustment) on the customer’s
account, press enter to open the Allocation window.
2. Right click and select Clear All Allocation and click Save.
3. Right click on the payment and select Reverse Receivable.
4. You will be asked if you want to Void or Cancel the transaction. Click Yes.
5. The transaction and the receivable will be reversed.
XCharge® Credit Card Processing
27
REFUNDS AND CREDITS
SuccessWare®21 allows for the processing of Credit memos through a Credit Memo
Wizard. One of the options in the wizard is to process a Refund Transaction against a
customer’s account.
You can also process a refund against a customer’s account without the creation of a
credit memo, but there are additional steps required (instructions follow)
What is the difference between a Refund and Voiding or Cancelling a Transaction?
It’s really about visibility. The processes of voiding or cancelling a credit card transaction
is usually taken when a credit card has been charged in error. The transaction is removed
from the customer’s account and it will appear as a negative transaction in your
undeposited funds so that it can be reconciled.
A refund on the other hand will be represented by a transaction that remains part of the
customer’s billing account history and is usually allocated to a credit memo which has
also been created on the account. The Refund is a reportable transaction and will remain
historically as part of the account.
Processing a Credit Card Refund Associated with a Credit Memo
Credit Memos can be created directly from the invoice that you are crediting or from the
customer’s billing account.
1. From the invoice form, click the dropdown that appears after the invoice number
and select New Credit Memo. From the Billing Account, highlight the Invoice
you are crediting and click the Credit button at the bottom of the screen.
6. Work through the Credit Memo Wizard and post the Credit Memo once
completed.
7. You will be returned to the Credit Memo Wizard with an option to PROCESS A
REFUND AFTER POSTING. Click OK.
XCharge® Credit Card Processing
28 SuccessWare, Inc.
8. You will be taken to CUSTOMER REFUND SCREEN. In order to process a Credit
Card Refund, change the FROM REGISTER ACCOUNT to your Undeposited Funds
Account.
9. Tab to the PAYMENT METHOD field. The Credit Card that was used to originally
charge the customer will appear in the list, select it.
10. Click the XCharge Button
You will be shown a summary of the Refund transaction about to be processed.
11. Click Continue
XCharge® Credit Card Processing
29
12. Choose an option for processing.
If the payment should be processed immediately through XCharge, select
“Process now” and click Process. The Refund will be processed and the result
of Approved or Declined will be displayed.
If the refund has already been processed outside of the integrated XCharge
system in SuccessWare®21 (Such as through the XCharge web portal), select
“Already processed” and click Done. This will record the payment in
SuccessWare®21 but will NOT process through XCharge.
XCharge® Credit Card Processing
30 SuccessWare, Inc.
13. Close the XCharge window and you will be returned to the CUSTOMER REFUND
WINDOW.
14. Click Post
The Refund will automatically be allocated to the outstanding Credit Memo.
Processing Refunds without a Credit Memo
In a situation where you need to process a refund check to a customer and it is NOT
associated with a job, you can do so without the creation of a Credit Memo, however, in
addition to the Refund you MUST create an adjustment to the customer’s account to
properly allocate the refund given.
XCharge® Credit Card Processing
31
To Enter and Post a Customer Refund:
1. Open the BILLING ACCOUNT HISTORY (F4) screen for the customer you wish to
refund.
2. Be sure you are selected on a line item other than an invoice or credit.
3. Click the Refund button.
You will be taken to Customer Refund Screen. In order to process a Credit Card Refund,
change the From Register Account to your Undeposited Funds Account.
4. Enter the Date and Amount of the refund.
5. Enter a Comment indicating the reason for the refund.
6. Select the Payment Method. If the Credit Card you are refunding has been
processed in the past, it will appear in the list. Select it. If the Credit Card is not in
the list, select Other and then the type of card you are refunding.
7. Click the XCharge button
8. Click Continue to connect to the SECURE PAYMENT window.
9. If the card you were refunding was not in the list, enter the credit card information
and press Submit.
10. Click Continue
11. Click Process to process the Refund.
12. You will receive a message that the Refund has processed successfully. Close the
SECURE PAYMENT window and Post the refund transaction.
This will record the refund on the customer account, but it also creates what appears to be
a balance due. We will use a credit adjustment allocated against the Refund to eliminate
the effect of the customer’s balance due.
13. Highlight the refund in the customer’s Billing Account and click the Adjust
button.
14. Be sure that you are creating a Credit Adjustment in the AR ADJUSTMENT form.
15. Choose the ADJUSTMENT CODE that represents the reason for the refund given to
the customer. This will determine the GL account that will be posted against.
XCharge® Credit Card Processing
32 SuccessWare, Inc.
16. Enter the AMOUNT of the Adjustment
17. Choose the DEPARTMENT that will be incurring the “expense” of the refund.
18. In the COMMENT field enter a description of the reason for the adjustment.
19. Be sure MANUAL ALLOCATION is selected
20. Click Post
21. In the ALLOCATION SCREEN be sure the unallocated refund is selected and
press Enter to allocate the credit to the Refund.
22. Click Post
The Credit Adjustment will be allocated to the Refund which will no longer display a
balance.
XCharge® Credit Card Processing
33
SETTING UP RECURRING PAYMENTS FOR PERIODICALLY BILLED
AGREEMENTS
SuccessWare®21 supports the capability to set up recurring payments made via XCharge.
These recurring charges can be applied to your periodic agreements. This will allow the
payment to be automatically processed by XCharge without your having to process the
transaction through SuccessWare®21. You will then be able to create the invoices in the
Agreement Manager and download a statement from XCharge that marks those that
processed successfully as paid. You will then be able to post the batch of invoices. All
recurring payments will be processed by XCharge at 2:00AM on the scheduled date.
Note: Agreements that are set with a billing frequency of ‘Other’ are not eligible to be set
up with a recurring payment.
Setting up the scheduled recurring billings can be performed as a batch process or on a
per agreement basis.
Batch Creation of Recurring Payments for Existing Agreements
If you have existing periodically billed agreements, you can create the scheduled
recurring payment with XCharge for all of them in a batch process.
IMPORTANT: DO NOT set up recurring payments in SuccessWare®21 for any
agreement for which you created a recurring payment directly in the XCharge web portal.
Doing so will result in double-billing of this customer.
1. From the COMPANY SETUP screen, select the Payment Processing tab, click Edit
and then click the Properties button.
2. Choose the Setup Recurring Payments hyperlink. This screen will display the
number of agreements that have a credit card alias attached and are eligible for
recurring payments.
XCharge® Credit Card Processing
34 SuccessWare, Inc.
Note: You can print a list of the eligible agreements, but you may not set up individual
agreements. If you wish to set up payments for individual agreements, it must be done
from the agreement form.
3. Click the Setup button. This will complete the setup for all eligible agreements.
4. Click OK when process finishes.
Moving forward, if you set up any agreements with Periodic Billing and do not set up the
scheduled recurring billings, you will be shown the same Set Up Recurring Billing screen
when you open the AGREEMENT MANAGER. This will allow you to set up the recurring
billing for those agreements in a batch process.
Creation of Recurring Payments for Individual Agreements
In the process of creating a new agreement for a customer you will have the option to
create the scheduled recurring payment directly from the agreement form.
When Creating an Agreement Outside of the Job Process
1. Open the AGREEMENT FORM and begin to complete the information.
2. In order to be eligible for recurring billing, the agreement must have a TERM of
Perpetual, a BILL METHOD of Periodic Billing and the FREQUENCY of the billing
set to something other than “Other”
The Agreement must also have a payment method of Credit Card and have a captured
alias associated with it.
15. To do so, select the PAYMENT METHOD dropdown.
If the customer has a card on file already, select it.
XCharge® Credit Card Processing
35
If the customer does not have a card on file, select Other from the dropdown
and then the type of credit card you will be entering.
- Click the XCharge button
- Click Continue to connect to the Secure Payment gateway and enter the
card number and expiration date.
- Click Submit to acquire an alias from XCharge.
- Close the form.
4. You will need to enter a date in the BILLING START DATE field. This will be the
date recurring billings will begin. Continuing billings will occur using the day of
month in you billing start date moving forward. For example, this customer will
be billed January 15th and the 15th of each month moving forward.
5. Complete the data entry in the AGREEMENT form and click Save.
6. You will now need to activate the Agreement. To do so, right click in the
background of the Agreement and select Create New/Renewal Invoice. Post the
invoice and then close the invoice form.
7. You will be returned to the Agreement Form and will now have the option to
activate the Recurring billings. Click the Recurring button.
8. A Secure Payment Processing window will open. Review the recurring payment
information and then click Process to create the scheduled recurring billing. NO
PAYMENT WILL BE PROCESSED AT THIS TIME.
XCharge® Credit Card Processing
36 SuccessWare, Inc.
You will be taken to a confirmation screen. You can now close the Payment window and
the Agreement.
Cancelling Recurring Billings
If you no longer wish to continue Recurring Billings for an agreement you can open the
agreement and select the Cancel Recurring button
If you attempt to Terminate/Cancel an active agreement that has been set up with
Recurring Billings, you will be prompted that you must cancel the recurring billing
before the agreement can be terminated.
XCharge® Credit Card Processing
37
PROCESSING PERIODIC BILLINGS FOR AGREEMENTS
Agreements set up with Periodic Billings and paid by Credit Card, can be processed
through XCharge from SuccessWare®21. You have two options for processing those
periodic billings:
Schedule Recurring Billings- If you have set up Agreements with scheduled
recurring billings through XCharge, you can create the periodic invoices and
then reconcile them to a statement that you download from XCharge. The
reconciliation statements will match the payments to the appropriate invoice
and indicate whether it processed successfully. You can then batch post the
invoices.
Manually Process from Agreement Manager- If there are agreements that
you want to process instead of them charging automatically, you can set the
agreement up just like those that Auto Bill, but just do not do the Recurring
Setup. You can then generate the periodic invoices in the Agreement Manager
and then process the payments with a right click options. Once the payments
are processed, each invoice will show the status of the payment and you can
batch post the invoices.
When XCharge is enabled, periodic agreement billings can be processed directly from the
AGREEMENT MANAGER.
Creating Periodic Invoices
1. In the AGREEMENT MANAGER, select the BILLINGS DUE search indicator.
2. Enter the date range for which you want to find billings due, as well as any other
search criteria you desire.
3. Press Enter. The AGREEMENT MANAGER will display a list of all billings due for
the specified time frame.
XCharge® Credit Card Processing
38 SuccessWare, Inc.
Any of the listed Billing Due that show a red highlighted Payment Method do not have a
valid Alias assigned from XCharge. In order to process these payments, you must
recapture the credit card information. To do so:
Highlight the row and press F7 to open the agreement.
Right click and select Edit Payment Method
Click the XCharge button, add the customer’s credit card information and
click Submit to generate an Alias.
Click Continue.
If you want to set the agreement to process recurring payments automatically
click Enable, if not, just close the form, agreement and customer.
4. Right-click on the list of Billings Due and select Create periodic invoices.
You will be taken to the Periodic Invoices view where you can process payments,
download your recurring payment reconciliation and post the invoices.
XCharge® Credit Card Processing
39
Manually Processing Periodic Billing Payments
When you are taken to the Period Invoices view you will be able to process payments and
post your invoices. If any of your agreements have XCharge aliases associated with them
but are not set to process Recurring, you will manually process them.
To process the payment through XCharge:
1. Right-click in the list of agreements and select Process Payments
A confirmation window will appear to inform you that the invoices in the displayed
list will be processed for payment. Only those invoices with a valid XCharge alias
and ARE NOT marked Recurring will be processed for payment.
2. Click to continue processing.
Successfully processed invoice payments are identified with the word Approval in the
PmtResponse field. Invoices that did not process successfully are identified as Decline or
Call.
Note: If two charges are made where the dollar amount and credit card number are
identical in the same 15-minute interval, the charge will fail (perhaps the customer has 2
agreements). This is a safety feature designed to prevent accidental duplicate charges. If
you determine that 'duplicates' need to be allowed, right-click on the failed invoice and
select Allow Duplicates. The agreement will be flagged to allow duplicate charges for
this and all future invoices.
If you are ready to post the invoices, right click in the background of the list and select
Post All Invoices.
XCharge® Credit Card Processing
40 SuccessWare, Inc.
Processing Agreements Set for Recurring Processing
Agreements that are set up for Recurring Processing will have their payment processed
without any additional input by you. You will download a reconciliation statement that
will match the processed payments to the agreement invoice so all you have to do is post.
To Reconcile Scheduled Recurring Payments
1. Create your Periodic Invoices.
2. In your list of periodic invoices, right click and select Reconcile Recurring
Payments.
3. Click Reconcile in the window that opens.
SuccessWare®21 to download all processed recurring payments from the processor and
link them to the appropriate invoice.
4. You will receive a notification with the results of the download. If there are items
that you need to review such as unreconciled transaction you can choose Print to
view the list, otherwise close the dialog.
All processed transaction will display the result in the Pmt Response column of the
Manager.
XCharge® Credit Card Processing
41
Handling Failed Periodic Invoice Payments
In the event that a credit card transaction processed manually or as a recurring charge is
marked as Decline or Call, you may need to contact the customer to obtain new credit
card information. To enter the updated information for the periodic invoice:
1. In your list of Periodic Invoices, select the Unpaid filter to hide any invoices with
successfully processed payments.
2. Highlight the invoice with the failed payment and press F10 to open the invoice.
3. Click the button
4. You will be given a message the processed payment failed and you will be given
the option to reprocess the payment or clear the payment information.
If you rerun the card and it processes successfully, save the payment.
If you clear the payment information you can enter new payment information
provided by the customer and process it using the XCharge button.
If you chose to clear the payment information the invoice will show a balance
due.
5. Post the invoice.
6. Close the invoice and customer to return to the AGREEMENT MANAGER.
Posting Periodic Billings
When periodic invoice payments have been marked as approved, the invoice and
payment can be posted directly from the AGREEMENT MANAGER screen.
1. Apply any desired filtering to the list of periodic invoices.
2. Right-click in the grid and select Post this invoice to post an individual invoice,
or:
3. Right-click in the grid and select Post all invoices to post all displayed invoices.
XCharge® Credit Card Processing
42 SuccessWare, Inc.
RECONCILING YOUR CREDIT CARD AND ACH STATEMENT IN UNDEPOSITED
FUNDS
All payments processed through XCharge, both credit card and ACH are posted to your
default Undeposited Funds account. Here you must reconcile the list of transactions and
mark them as deposited to your bank.
To make this process easier, from the reconciliation window you will be able to
download your daily batch from XCharge. The downloaded batch statement will
automatically match its transactions to those recorded in SuccessWare®21.
To Reconcile your XCharge Account
1. In the Account Register, select your undeposited funds account and then choose
reconcile
2. To identify the total of the batch that will be deposited, you can click the XCharge
logo and open the Payment Processing Portal or ACH portal if you are reconciling
ACH.
From there you can identify the batch ID as well as the total balance of the batch.
3. Enter that total balance in the TOTAL OTHER field in the reconciliation window.
4. To make your list easier to work with apply the Credit Card filter and if you know
your batch only contains certain card types, select the CC Types filter to limit the
list, or select the FNDS filter to limit the list to just ACH transactions.
XCharge® Credit Card Processing
43
5. Right Click in the background of the list and select Reconcile Settled
Transactions.
6. Select the date through which you want to see a list of batches.
You will be presented with a list of batches that can be downloaded. Those previously
downloaded appear with a checkmark.
7. Find the batch number you identified in the Portal, select it and click OK.
The transactions will be downloaded. If any of the items in the downloaded statement
could not be matched to items in your account you can choose to view a report of those
items.
8. The items matching the download will be marked as cleared.
XCharge® Credit Card Processing
44 SuccessWare, Inc.
9. Click the Continue button
10. Click Finish.
The batch is now available to deposit.